RECORDS RETENTION SCHEDULE (RC-2) · 12/7/2016 · Columbus, Ohio 43211-2497. Page of* RECORDS...
Transcript of RECORDS RETENTION SCHEDULE (RC-2) · 12/7/2016 · Columbus, Ohio 43211-2497. Page of* RECORDS...
OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program
300 E. 17* AvenueColumbus, Ohio 43211-2497
. Page of*
RECORDS RETENTION SCHEDULE (RC-2)See instructions before completing this form.
Section A: Local Government Unit
Brian K. Bushong Finance Director July 12,2016
(signature of responsible (name) (title) (date)
Section B: Records Commission
City of Bowling Green Records Commission 419-354-6209
Records Commission
304 N. Church Street Bowling Green
(telephone number)
43402 Wood
(address) (city) (zip code) (county)
To have this form returned to the Records Commission electronically, include an email address: [email protected]
l hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the scheduleslisted on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these recordsseries from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record wll! be knowinglydisposed of which pertains to any pending legal case, claim, action or request. This acton is reflected in the minutes kept by thiscommission.
Records Commission Chair Signature Date
Section C:_QhipJ-llstorlcal Society - State Archives
Signature
ctfo.il X»: Auditor of State
Signature Date
Please Note: The State Archives retains RC-2 forms permanently.It is stronalv recommended that the Records Commission retain a permanent coov of this form
SAO/LGRP-RC2-(lnst.) Revised February 2012
OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program
800 E 1701 A venueColumbus, Ohio 43211-2497
Section E: Records Retention Schedule
City of Bowling Green
encompassed fo¥ xho unhave beers suditucj toy tAuditor of Sta^e and thaiidat report has fteen
Page ^ of
Sec. 117.26 O.R.C.
Finance Department
(local government entity) (unit)
(1)ScheduleNumber
12-01
12-02
12-03
12-04
12-05
12-06
12-07
12-08
12-09
12-10
12-11
12-12
(2)Record Title and Description
Accounts Payable Batches
Accounts Receivable Batches
Annual Appropriation Ordinances (Copies)
Annual Certificate of Estimated Resources
Appropriation Reports
Assessment Record
Bad Check/Bad Debt Record
Bank Deposit Records (Receipts,Reconciliation. Deposit Slips, Statements, etc)
Balance Sheets
Bid BondsSuccessful Bidder
Bid BondsUnsuccessful Bidder
Bids - Successful
(3)Retention
Period
3 years P/A
3 years P/A
3 years P/A
3 years P/A
3 years P/A
Until Paid &Audited
2 yearsafterpayment orsettlement3 years P/A
3 years P/A
Retain untilacceptanceof projectperformance bondReturn afterprojectaward3 yearsaftercompletionof projectP/A
(4)MediaType
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
(5)For use byAuditor ofState or
OHS-LGRP
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SAO/LGRP-RC2-(lnst.} Revised February 2012
OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program
800 E. 17* AvenueColumbus, Ohio 43211-2497
Audited means: the yearsGi^ercps^eG' by Hie record!have been autlsbsd by xSieAuditor of State aii-icMtoQauGft report has haunreused p;rsi nHo
Page > of
See. 11V.2-3 O.fr-
(1)ScheduleNumber
12-13
12-14
12-15
12-16
12-17
12-18
12-19
12-20
12-21
12-22
12-23
12-24
12-25
12-26
(2)Record Title and Description
Bids - Unsuccessful
CDBG Quarterly Financial Report
Bond Register
Budget Performance Reports
Capital Improvement Bonds
Cash Receipts
Cash Register Tapes/Records
Certificate of Result of Election (Bond Issues)
Check Registers/Stubs/Carbons
Checking Account Statement
Checks - Voided
Computer Generated Financial Reports
Damage Claims
Encumbrance Documents
(3)Retention
Period
2 yearsafter lettingof thecontract3 years P/A
Permanent
3 years P/A
Until paidoff&audited3 years P/A
3 years P/A
Untilexpirationof bondissue3 years P/A
3 years P/A
UntilAudited
Untilreplaced bynextprintout orannualreportUntil settled&allappealsexhausted3 years P/A
(4)MediaType
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
(5)For use byAuditor ofState or
OHS-LGRP
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(6)RC-3
Requiredby OHS-
LGRP
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SAO/LGRP-RC2-(inst.) Revised February 2012
OHIO Ohio Historical Society«! J T « • T State Archives of Ohio
Local Government Records Program
800 E, 17* AvenueColumbus, Ohio 43211-2497
ssrts: too years^ced by iiio records
havo ten audited by theAuditor ov Stata ?. :;- tieciudiit report ^GS boons'GlGciscr.i p^rci(c"^ 10Sec. ti/.2GO,^,C,,
Page ' of
(1)ScheduleNumber
12-27
12-29
12-30
12-31
12-32
12-33
12-34
12-35
12-36
12-37
12-38
12-39
12-40
(2)Record Title and Description
Fixed Assets Records
Insurance Policies
Intergovernmental Tax Receipts
Investment Records
Invitation to Bid
Invoices & Supporting documents
Monthly Report of Municipal Court
Mortgages
Pay-In Orders
Performance Bonds
Petty Cash Record
Phone Quotes/Confirmations
Purchase OrdersOriginal
Copies
(3)Retention
Period
10 yearsP/A
2 yearsafterexpiration,provided allclaimssettled3 years P/A
3 years P/A
2 years
3 years P/A
3 years P/A
Until paid &cancelled,P/A3 years P/A
Afterprojectsuccessful!ycompletedandaccepted3 years P/A
2 years
3 years P/A
Until nolongeradministratevely
(4)MediaType
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
(5)For use byAuditor ofState or
OHS-LGRP
(6)RC-3
Requiredby OHS-
LGRPn
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SAO/!_GRP-RC2-(lnst.) Revised February 2012
OHIO Ohio Historical Society• *" * * * State Archives of Ohio
Local Government Records Program
800 B. 17th AvtnueColumbus, Ohio 43211-2497
At'd'*'3d enns: tfto yearsGstcGmpasssQ by tho raserdshave be?;n audtGd 'jy eAuditor 0'? State a^^t'iieaudit report has been
Page
Sec. tii7.2SO.u.
0)ScheduleNumber
12-41
12-42
12-43
12-44
12-45
12-46
12-47
12-48
12-49
12-50
12-51
12-53
12-55
(2)Record Title and Description
Reconciliation Sheets, Bank Accounts
Requests for Proposals (RFP)
Special Assessments
Treasury Investment Board Report
Vouchers -Original
Copies
Bonds (Redeemed)
Coupons (Redeemed)
Electronic Fund Transfer Records
Monthly Financial Statement
Record of Registered Bonds
Sinking Fund Ledger/ Journal
Employee Time Sheets
Leave Balances/Reports & Bi-Weekly Report ofLeave Use & Balances
(3)Retention
Period
necessary
3 years P/A
2 years
Until paidoff&audited1 0 years
3 years P/A
Until nolongeradministrativelynecessary
2 yearsafter issueis paid off4 yearsafteraudited3 years P/A
3 years P/A
Permanent
Permanent
3 years P/A
Untilincorporatein annualleave
(4)MediaType
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
Paper
(5)For use byAuditor ofState or
OHS-LGRP
'
(6)RC-3
Requiredby OHS-
LGRP
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SAO/LGRP-RC2-(lnst.) Revised February 2012
OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program
800 E. 17* AvenueColumbus, Ohio 43211-2497
Aufecl means: tne years/-i,r-'.•*/-•!>K-TS-I•!".(-n•>' £-•-.' v?"jo r."^.f*o?*f!nt.Vii'ijX./liijJdOb'd';^ "vy S.*'1— IviL'^/LWJ
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ScheduleNumber
12-56
12-57
12-58
12-59
12-60
12-61
12-62
12-63
12-64
12-65
12-66
(2)Record Title and Description
Annual Employee Leave Use/Balances ReportOvertime Reports
Annual Earnings Register
Bi-Weekly/Monthly Payroll Earnings Register
Reports to Retirement Systems
1099's
W-2's
W-4 Forms
Court Orders for Payroll Deduction
Withholding Payment Records
Employee Withholding Requests
Employer Quarterly Federal Tax Return
Garnishment Orders
(3)Retention
Period
balancesreport
5 years3 years P/A
50 years
3 years P/A&Cumulativeemployeepayroll dataretained Inpersonnelfile50 years
7 years P/A
7 years P/A
UntilsupersededorEmployeeterminatesUntilEmployeeterminatesor Orderrescinded7 years P/A
Untilrevoked byemployee4 years P/A
Untilemployeeterminatesor Orderrescinded
(4)MediaType
PaperPaper
Paper/ElectronlcPaper/Electronic
Paper
Paper
Paper
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Etcctronic
(5)For use byAuditor ofState or
OHS-LGRP
(6)RC-3
Requiredby OHS-
LGRP
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SAO/LGRP-RC2-(lnst.) Revised February 2012
OHIO Ohio Historical SocietySl3te ArChlV6« Of Ohl°Local Government Records Program
800 E. 1T* AvenueColumbus, Ohio 4321 1-2407
Aucfed Cleans; tho yearsGftcompassec* by too recordshave boars aud;::eci by vliaAi?dta ei; State and f;haaudit report has toaes'irG[3?;;s!K' pursuisrrnoSec. 117.23 O.K.C.
Page
(1)ScheduleNumber
12-67
12-68
12-69
12-70
12-71
12-72
12-73
12-74
12-75
12-76
12-77
(2)Record Title and Description
Payroll Accounts Payable
Wage reports made to the Ohio Dept. of Job &Family Services
Mail: Unsolicited mail (e.g.anonymous/slanderous letters/groundlesscomplaints, sales, materials, transitorymessages, informational brochures, etc.)
Mail: Postal records (e.g. Registered, certified,certificates of mailing, insured logs or receipts)
Electronic Mail (Email)
Mailing Lists
Manuals, handbooks & directives
Training Material/Lesson Plans
Telephone messages/records
Reference/Library Materials
Voice Mail Messages
(3)Retention
Period
3 years P/A
7 years P/A
Until nolongeradministratlvelynecessary2 years
Retainaccordingto content.SeecorrespondenceUntilupdated,superseded,orobsoleteUntilsuperseded, obsoleteor replaced- Retain oncopy for 5yearsUntilsuperseded
Until nolongeradministrativelynecessaryUntilsuperseded, obsoleteor replacedUntil nolongeradministratlvelynecessary
(4)MediaType
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
Electron!c/Paper
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
Electron Ic
(5)For use byAuditor ofState or
OHS-LGRP
(6)RC-3
Requiredby OHS-
LGRPa
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SAQ/LGRP-RC2-(lnst.) Revised February 2012
OHIO Ohio Historical Society* * T State A"*1*88 of Ohio
Local Government Records Program
800 £. f7*AvttrhnColumbus, Ohio 43211-2467
Page.
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(1)ScheduleNumber
12-78
12-79
12-80
12-81
12-82
12-83
12-84
12-85
12-86
(2)Record Title and Description
Records Requests
Records Retention Documents, RC1, RC2, RC3
Correspondence & Routine Form Letters
Facsimile (FAX) Messages
Copies -All Media
Blank Forms
Drafts -Ail Media
Rosters/Directories
Revolving Loan Fund Files - includescorrespondence, credit reports, award letter,loan applications, loan documents, mortgages,automatic debit information, UCC forms
(3)Retention
Period
2 years
Permanent
1 year
Treat asCorrespondenceUseapplicablerecordsseriesretentionperiodsUntilObsolete orsupersededUntil nolongeradmin istrativelynecessary1 year aftersupersededor obsolete4yrsfollowingpayoff &completedaudit
(4)MediaType
Paper/Electronic
Paper
Paper/Electronic
Paper
Paper
Paper/Electronic
Paper/Electronic
Paper/Electronic
Paper/Electronic
(5)For use byAuditor of
State orOHS-LGRP
(6)RC-3
Requiredby OHS-
LGRPa
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udited means; the yearsi- ' n^.^ hv vfto record*en^P^e^have been auQS£eci
Ju^^Stete^audit report has be®";;:^n^BU£nUoretsasew *.>--
Sec. 117-26 O.R.G.
SAO/LGRP-RC2-(lnst.} Revised February 2012